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The Alliance for Housing 2013 Renewal Continuum of Care Program Competition

The Alliance for Housing developed a renewal process to determine if Supportive Housing Project (SHP) and Shelter Plus Care (S+C) projects are performing in accordance with HUD requirements and CoC expectations. This year, grants will be renewable under the CoC Program Competition as set forth in 24 CFR 578.33 to continue ongoing leasing operating supportive services, rental assistance, HMIS, and project administration costs. Projects are eligible for renewal if they are currently in operation and have a signed agreement with HUD expiring between January 1, 2013 and December 31, 2013. Renewal grants will be limited to 1 year of funding.

Annually, the Alliance for Housing reviews these projects and provides guidance for renewal project funding. Scoring guidelines are listed within this document to determine if agencies comply with renewal criteria and meet the required threshold. The Alliance for Housing will provide explanations for projects that are rejected.

The deadline for submitting all project renewal applications to the CoC for consideration in the FY2013 CoC Program Competition is October 4th, 2013. The deadline for submitting all project renewal applications in ESNAPS is January 17, 2014, with .pdf copies of project applications and related documents submitted to the Alliance for Housing. In addition, the deadline for submitting addendum information for CoC scoring and all required documents is December 23rd, 2013 to the CoC Applicaiton Coordintor, Patrice Martin, [email protected]. Applicants that do not meet these deadlines may be subject to funding reallocation. Applicants will be notified in writing of project score and inclusion in the 2013 CoC consolidated CoC Program application by January 10, 2014.

Ranking (Contingent on HUD)In alignment with the 2013 CoC Program NOFA, existing projects will not be automatically renewed during the FY 2013 competition. As stated in the FY2013 CoC Registration Instructions, projects will be divided into two tiers, wherein Tier 1 applicants will have funding priority over Tier 2. Tier 1 applicants will be prioritized by their ranking score and the CoC determined high priority, high performance, and meeting the needs and gaps as identified by the CoC.

All projects approved by the CoC will be ranked as Tier 1 or Tier 2 as de-scribed in Section II.B.10 of the NOFA. The tiers are financial thresholds. Tier 1 is equal to the CoC’s FY2013 ARD approved in the Registration process, less 5 percent. Tier 2 is the amount remaining in FY2013 ARD plus the approved amounts for CoC planning and UFA costs.

Revised December 12, 2013 1

mailto:[email protected]

Within the rank order established by the Alliance for Housing on the Priority Listings, HUD will first select projects from Tier 1 in the following order by CoC score:

(1) renewal permanent housing projects, RRH and PSH; (2) new PSH projects created through reallocation for 100 percent chroni-cally homeless; (3) new rapid re-housing projects created through reallocation for homeless households with children;(4) renewal transitional housing; (5) CoC planning costs; (6) UFA costs; (7) SSO projects for centralized or coordinated assessment system; (8) renewal HMIS; (9) all other renewal supportive services only projects, and (10) any project application submitted by the CoC that was not included in the HUD-approved GIW.

Within the rank order established by the CoC on the Priority Listings, HUD will then select projects from Tier 2 with any remaining available funds in the following order by CoC score:

(1) renewal permanent housing projects, RRH and PSH; (2) new PSH projects created through reallocation for 100 percent chroni-cally homeless; (3) new rapid re-housing projects created through reallocation for homeless households with children; (4) renewal transitional housing; (5) CoC planning costs; (6) UFA costs; (7) supportive services only projects for centralized or coordinated assess-ment; (8) renewal HMIS; and (9) all other renewal supportive services only projects, and (10) any project application submitted by the CoC that was not included in the HUD-approved GIW.

Renewal Project Bonus Points and Addendum Requirements – Due December 23rd, 2013

Possible Bonus Points:Based on CoC Community Priorities and the HUD FY2013 CoC Program Competition NOFA, qualified renewal project applications will be eligible for an additional twelve bonus points based on the extent to which they demonstrate or comply with the following priorities of Ending Chronic


Homelessness:

Ending Chronic Homelessnessa) Renewal projects that increase the total number of PSH beds dedicated

for use by the chronically homeless as reported in the FY2012 CoC Application.

b) Renewal projects that demonstrate and commit to a continued increase in the total number of PSH beds dedicated for use by the chronically homeless in 2014 and 2015.

c) Renewal projects that demonstrate that they currently prioritize the chronically homeless in at least 30% of their existing PSH units that are not dedicated to serving the chronically homeless in the CoC, and that are made available through turnover. Maximum points will be awarded where chronically homeless are currently prioritized in at least 85% of non-dedicated units that are made available through turnover.

d) Renewal project applicants that commit to increasing the % of turnover in non-dedicated PSH units in which the chronically homeless are prioritized or who commit to maintaining an 85% prioritization rate in 2014 and 2015, if applicable. Renewal project applicants must identify the number/percentage of units per project and commit to prioritizing PSH units specifically for the chronically homeless as those PSH units are vacated by the existing participant.

Please refer to the FY2013 HUD NOFA, Section VII. A.1.a for additional information.

Addendum RequirementsHigher scoring Collaborative Applicants increase their competitiveness and have a better chance of being awarded projects ranked in Tier 2, depending on the availability of funds at the federal level. In order to increase the chances for the success of our Consolidated Application, Renewal Applicants are required to provide a narrative response to each of the items listed below for each Renewal Project. These items have been identified as critical indicators of a successful Consolidated Application. If an item does not apply to a particular Renewal Project, please respond “N/A”:

I. Housing First Approacha) Renewal project applicants must report and describe how they follow a

Housing First approach. Housing First is defined as a model of housing assistance that is offered without preconditions (such as sobriety or a minimum income threshold) or service participation requirements, and rapid placement and stabilization in permanent housing are primary goals.

II. Affirmatively Furthering Fair Housing


Renewal project applicants must describe the specific strategies the appli-cant has implemented that affirmatively furthers fair housing, according to the following criteria:

a) Affirmatively market their housing and supportive services to eligible persons regardless of race, color, national origin, religion, sex, age, fa-milial status or handicap who are least likely to apply in the absence of special outreach.

b) Where a recipient encounters a condition or action that impedes fair housing choice for current or prospective program participants, how the applicant provides such information to the jurisdiction that pro-vided the certification of consistency with the Consolidated Plan.

c) How the applicant provides program participants with information on rights and remedies available under applicable federal, state and local fair housing and civil rights laws.

III. Affordable Care Acta) Renewal project applicants must demonstrate how they have prepared

for the implementation of the Affordable Care Act (ACA) in Michigan. Descriptions must address the extent to which the renewal project applicants will participate in enrollment and outreach activities to ensure eligible households take advantage of the new healthcare options.

IV. Resources for Servicesa) Renewal project applicants must identify the steps they are taking to

identify other sources of mainstream funding for supportive services.

V. Outreacha) Renewal projects must describe the specific outreach procedures in

place that are used to identify and engage homeless individuals and families.

b) Renewal projects must describe the specific outreach procedures in place that provide meaningful outreach to persons with disabilities and persons with limited English proficiency.

c) Renewal projects must describe the procedures they use to market their housing and supportive services to eligible persons regardless of race, color, national origin, religion, sex, age, familial status or disability who are least likely to apply in the absence of special outreach.

VI. Leveraginga) Renewal projects must demonstrate a minimum 150 percent

leveraging from other public and private sources, including mainstream programs.

b) Renewal projects must have commitment letter(s) on file that are dated within 60 days of February 3, 2014.


Membership Agreement

New for 2013: An Alliance for Housing Membership Agreement must be signed by an authorized signatory and submitted either with or prior to a New Project OR Renewal application.

Refer to 2013 Notice of Funding Availability (NOFA) for the Continuum of Care Program Competition for a more detailed description of applicant updates.

Renewal Project Threshold Score Renewal projects are scored on 5 components: program performance, financial performance, HMIS performance, consumer satisfaction, and CoC participation. Total scoring consists of 100 points and the threshold for renewal is 65 points. Projects below this threshold may not be eligible for refunding and will be offered technical assistance to improve project performance for future applicability.

The Alliance for Housing reserves the right to make decisions on which projects should receive funding and/or the amount awarded based upon recommendations of the Project Review committee and the Alliance for Housing Executive Committee.

Renewal Project Scoring OverviewScoring Component Points#1 Program Performance

A. Project Capacity (10)B. Leaving with Income (15)C. Project-Specific Performance (30)

55

#2 Financial Performance 15#3 HMIS Participation 20#4 Consumer Satisfaction 5#5 CoC Participation 5

Total Points Possible 100

Threshold: All SHP Projects must score at least 65 points (65%) to be eligible for renewed funding.

Possible Bonus Points Scoring OverviewScoring Component Points


#1 Increase total # of PSH beds dedicated for use by chronically homeless as reported in the FY2012 CoC Application 3

#2 Demonstrate and commit to continued increase in total # of PSH beds dedicated for use by chronically homeless in 2014 and 2015

2

#3 Currently prioritize chronically homeless in at least 30% of existing PSH units that are not ded-icated to serving chronically homeless

2

#4 Commit to increasing the % of turnover in non-dedicated PSH units where chronically homeless are prioritized, or maintain an 85% prioritization rate in 2014 and 2015

5

Total Bonus Points Possible 12

Renewal Project Scoring Details

Component # 1: Program Performance55 Points


There are a total of 55 of points possible for program performance. Performance will be evaluated and scored using data from the program’s most recent APR submitted for the last contract year.

All project applicants are required to submit CoC Annual Performance Report (APR) from ESNAPS, report #625-HUD CoC APR from HMIS, report #631 CoC APR detail from HMIS.

Projects will be scored on the following criteria.

A. Program Capacity (10 pts): Program capacity is scored on information reported in APR. The program capacity is based on the percentage of persons proposed vs. served on an average of the last days of each quarter for the previous year once program us active.

95% - 100% capacity: 10 points 85% - 94% capacity: 8 points 75% - 84% capacity: 6 points 65% - 74% capacity: 4 points 55% - 64% capacity: 1 point Below 55% capacity: 0 points

B. Leaving with Earned Income (10pts): Applicants will be scored based on the percentage of people that leave the program with earned income.

25% - 100%: 10 points 15% - 24%: 5 points Below 15%: 0 points

C. Leaving with Income (5pts): Applicants will be scored based on the percentage of people that leave the program with any income (earned or otherwise) or other financial resources.

25% - 100%: 5 points 15% - 24%: 2 points Below 15%: 0 points


D. Project–Specific Performance (30pts): This measure varies depending on project type: permanent housing, transitional housing, or support service only projects.

Permanent Housing (PH) Projects: Projects will be scored on the percentage of participants who remain in PH projects for more than 6 months or transition to other permanent housing.

92% – 100%: 30 points 85% – 91%: 20 points 75% – 84%: 10 points Below 75%: 0 points

Transitional Housing (TH) Projects: Projects will be scored on the percentage of participants who exit the program into permanent housing.

65% – 100%: 30 points 55% - 64%: 15 points Below 55%: 0 points

Support Service Only (SSO) Projects: SSO projects will be scored on one of the following criteria, based on the population served by the project. It is up to the project to identify which criterion (1, 2, or 3) is appropriate to their project. If it is unclear which criterion to use, contact the Alliance for Housing for assistance.


Criterion 1: Projects in which 100% of participants have already been placed into permanent housing at the time of enrollment in the program.

Percentage of people who remained in permanent housing for 6 months or more:


Criterion 2: Projects in which 100% of participants enter the program before being placed into permanent housing.

Percentage of people who were placed into permanent housing:


Criterion 3: Projects that serve a mix of participants. Average points from components 1 and 2.

1) The percentage of people who remained in permanent housing for 6 months or more. For participants already placed.


2) The percentage of people who were placed into permanent housing. For participants placed after.



Component #2: Financial Performance 15 Points

Financial performance is measured by the extent to which each project has expended its budgeted grant during the last project year.

Applicants are responsible for submitting information from the Line of Credit Control System (LOCCS) from your HUD representative, CAPR, and financial performance evidence from an Independent Auditor Report.

Renewal projects must draw project funds, at a minimum, on a quarterly basis. Instances where drawdown is delayed or not serving participants may result in the project not being funded in the FY 2013 CoC Program Competition.

98% - 100% grant funding expensed: 14 points 90% - 97% grant funding expensed: 9 points 80% - 89% grant funding expensed: 3 points Below 80% grant funding expensed: 0 points Evidence of draw down of funds at least quarterly: 1 point

Projects expending less than 100% of their grant are required to provide a written explanation. Depending on explanation, the Alliance for Housing will determine whether to target follow-up technical assistance or to deem the project ineligible.

Component # 3 HMIS Participation20 Points


Projects will be scored based on the project’s participation in HMIS. The HMIS score is divided into sub-components: operating dates, persons served, meeting attendance, number of HMIS clients, clients entered into HMIS, participation in 2013 PIT, and self-sufficiency matrix.

Category Possible PointsA. Persons Served 4B. Meeting Attendance 2C. Number of HMIS Clients 4D. Clients Entered into HMIS 4E. Participation in 2013 PIT 2F. Self-Sufficiency Matrix 4TOTAL 20

Component #4: Consumer Satisfaction & Participation5 PointsA. Persons Served (4)The number of persons served in Service Point is equal to number of persons served in CoC APR.

Number of in Service Point equals CoC APR: 4 points Number of in Service Point is within 5% CoC APR: 3 points Number of in Service Point is within 7% CoC APR: 2 points Number of in Service Point is within 9% CoC APR: 1 points Number of in Service Point is within less than 9% CoC APR: 0 points

B. Attended at-least 3 meetings (ask HMIS coordinator for assis-tance) (2)

Yes: 2 points No: 0 points


C. Number of clients in HMIS is not more than 105% or less than 65% of the number of clients on the Housing Inventory Chart for 4 AHAR Point-In-Time dates (4)

4 PIT dates: 4 points 3 PIT dates: 3 points 2 PIT dates: 2 points 1 PIT date: 1 point 0 PID dates: 0 points

D. The percentage of clients who have entered HMIS and have an as-sociated program entry.

95% or above: 4 points 90% - 94%: 3 points 85% - 89%: 2 points 80% - 84%: 1 point 80% or below: 0 points

E. Participation in January 2012 PIT as required (2)

Yes: 2 points No: 0 point

G. Completion of the Self-Sufficiency Matrix for at least [insert]% of all clients entering in the program (4)

95% or above: 4 points 90% - 94%: 3 points 85% - 89%: 2 points 80% - 84%: 1 point 80% or below: 0 points

Component #4: Consumer Satisfaction & Participation5 Points


Projects will be scored on their submission of the following items:

Category Points PossibleA. Narrative statement of how the agency collects

participant feedback and satisfaction 2B. Narrative of the results of the agency or program’s

most recent participant satisfaction survey 1C. Participant involvement in decision-making or other

role within the organization 2TOTAL 5

A. Submission of narrative statement of how the agency collects participant feedback (2) Submission of narrative statement that is meaningful: 2 points Submission of narrative statement: 0 point

B. Submission of narrative of the results of the agency or program’s most recent participant satisfaction survey (1)

Yes: 1 point No: 0 points

C. Participant involvement in decision-making or other role within the organization (2)

Does the organization have a participant or former participant involved in: a position on the organization’s Board of Directors, peer counselor (or similar role), or a participant advisory council (or similar role)

Yes, there is demonstrated participant involvement and their involvement is described: 2 points

No, there is not participant involvement: 0 points


Component #5: Continuum of Care Participation5 Points

An agency’s participation is measured by the number of Continuum of Care meetings attended during 2013. Applicants can receive points in each line item, for a total of 5 possible points.

Agency’s Participation in the CoC Meetings(applies to only one category)

Possible Points

Points Re-ceived

Agency leadership on at least one CoC work-group

2

Agency participation on at least one CoC com-mittee

2

Organization represented at 5 or more meetings 1Organization represented at 4 or fewer meetings 0

Possible Bonus Points12 Points

qualified renewal project applications will be eligible for an additional twelve bonus points based on the extent to which they demonstrate or comply with the following priorities of Ending Chronic Homelessness:

Ending Chronic Homelessness1. Renewal Applicants that increase the total number of PSH beds dedi-

cated for use by the chronically homeless as reported in the FY 2012 CoC Application. 3 Points possible

2. Renewal Applicants that demonstrate and commit to a continued in-crease in the total number of PSH beds dedicated for use by the chron-ically homeless in 2014 and 2015. 2 Points possible

3. Renewal Applicants that demonstrate they are currently prioritizing the chronically homeless in at least 30 percent of the existing PSH units that are not dedicated to serving the chronically homeless in the CoC, and that are made available through turnover. Maximum points will be awarded to applicants that currently prioritize admission for the chroni-cally homeless in at least 85 percent of the non-dedicated PSH units that are made available through turnover. 2 Points possible

4. Renewal Applicants that commit to increasing the percentage of turnover in non-dedicated PSH units in which the chronically homeless are prioritized or if the commitment rate identified in this CoC Program Competition is currently at 85 percent, the CoC must maintain the 85 percent prioritization rate in 2014 and 2015. The numeric goals indi-cated here must be achievable as the CoC will be measured against these goals in future CoC Program Competitions through the use of the


HIC and PIT data submitted in HDX. Renewal Applicants must attach a list of project(s) to their Renewal Application Addendum that includes the name of the project(s) and indicating the number/percentage of units per project, that will commit to prioritizing PSH units specifically for the chronically homeless as PSH units are vacated by the existing participant to meet this CoC-wide goal. 5 Points possible

Please refer to the FY2013 HUD NOFA, Section VII. A.1.a for additional information.

Appeals Process

An appeals process will be available for renewal projects that do not pass the scoring threshold (65 points).

All appeals will be reviewed by a group established by the Alliance for Housing Executive Committee and Project Review Committee. Members of the Appeals Committee will not have any projects that receive HUD Homeless Assistance Program funding. Applicants that are rejected may also appeal directly to HUD by submitting a Solo Application prior to the deadline per the 2013 NOFA.

Appeals must to be submitted in writing. Address all appeals to the Appeals Committee and submit the following details: the issue being appealed, the argument for overturning the score, and evidence to support the argument. Please ensure that your appeal is concise and includes appropriate detail to process the review. Changes made to the program after application will not be considered.

The appeal must be received by the close of the business day within 5 business days of the communication of denial of eligibility to submit for funding. Submission must be received in a type written format (with attachments if appropriate) either in person or electronically.

The decisions of the Appeals Committee are final.


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